The Expedition Team Coordinator is responsible for the personnel administration of Expedition and Enrichment Staff (Expedition Staff, Experts, Photographers, Trip Physician, and Partner VIP Hosts), including the coordination of staff travel. This position also provides general administrative support to the Product Development Department, as needed.
C**RUCIAL JOB FUNCTIONS OF EXPEDITION & ENRICHMENT COORDINATOR, Expedition & ENRICHMENT** - _The following are the essential duties and responsibilities for this position. Other duties may be assigned as needed:_
Create confidential contracts for Expedition & Enrichment (E&E) Staff across TCS product lines, and ensure contracts are driven timely.
Coordinate staff, expert, or physician passport and/or visa needs, including follow-up on raised issues.
Oversee payment of expenses and salaries, and flag escalated cases to the Expedition and/or Enrichment Manager.
Coordinate with other departments on the movement of supplies (i.e. Medical kits, phones, headsets, iPads, etc.) between programs.
Manage staff needs, such as technology, amenities, and uniforms. Track amenities and equipment sent to staff (Phones, Specific Amenities, suitcases, etc.)
Coordinate with Program Management to ensure preparation and delivery of advance packs.
Review all Expedition Staff documents, including the Field Guide, to maintain accuracy.
Input data in various spreadsheets and databases, such as Salesforce and Smartsheet.
Gather and file Trip Reports.
Maintain and supervise the E&E database to ensure information is current.
Assist with arranging/booking air travel for staff.
Travel for the company as required for trip operations which may include advance duties, check-ins, scouting, and on-board assignments.
Assist Inflight Digital Experience Manager with the occasional creation of the inflight entertainment on board the iPads on the jet through CMS.
Take detailed notes at all debriefs and other meetings as necessary. Share across departments when prudent.
Draft and send second passport letters when required for staff on multiple trip assignments.
Liaise with Pinnacle on all staff visas, and support contractors on obtaining the visas required for their specific passports.
Ensure all guest-facing documents are up to date in the Trip Details folder.
Create and send contractor birthday cards, manage calendar with new staff birthdays and anniversaries.
Assist Inflight Digital Experience Manager with the occasional creation of the inflight entertainment on board the iPads on the jet through CMS.
**Other**
Handle and complete small or ad hoc projects as needed across the Product Development Department.
**Skills & Experience**
- Minimum 1-year experience in an office setting.
- Proficient in Microsoft Word, Excel, and Outlook.
- Strong attention to detail, and a demonstrated ability to organize, track, and effectively manage multiple, highly detailed systems, processes, and programs.
- Strong oral, written, and aural communication skills.
- Demonstrated ability to efficiently manage conflicting/multiple priorities with limited supervision.
- Work independently and in a team environment.
- Flexible and works well under pressure.
- Positive can-do attitude.
- General knowledge of world geography and interest in luxury travel.
- Discretion of sensitive information.
- Demonstrated ability to build spreadsheets and track complex expenses.
- Ability to problem solve, think critically, and synthesize content.
**Preferred**
- Database experience (e.g. Salesforce, Smartsheet, CMS).
- Experience with or exposure to international currency exchange calculations and business expense management.
- Experience working with academics, presenters, or educational programs.
**Travel required**
Requires some domestic and/or international travel.
**Supervisor responsibilities**
None
**Employee Benefits**:
- Competitive salary
- Health Benefits
- Paid Time Off
If you are a passionate individual, we would love to hear from you!
We believe people are happier and perform best when they can be their true selves, and that diverse teams deliver better results. Together we will cultivate a diverse, equitable, and inclusive environment, where everyone can flourish. We are committed to inspiring change through increasing awareness of, and counteracting, unconscious bias, building an inclusive culture, and embracing diversity in all its dimensions.
LI-FJ1 #LI-HYBRID